Part-Time Office Administrator

Institution of Environmental Sciences
£11.95 per hour
Central London, EC2A 3NT
31 October 2022

Joseph Lewis, +44 (0)20 3862 7484

Send CV, cover letter (stating "why us and why you?") & equal opportunities monitoring form by Noon 31st October 2022

The IES is a professional body with its membership representing the full spectrum of environmental sciences, spanning fields as diverse as air quality, land condition and marine and coastal science – wherever you find environmental work underpinned by science.

We aim to unite science and people to resolve environmental challenges and to create and sustain a knowledgeable, skilled, diverse, and trusted environmental profession engaged in the transformation to a sustainable society.

Main purpose of the post
We are seeking a multi-talented Office Administrator to ensure the promotion and maintenance of excellent membership care, who fits with the friendly and collaborative culture of the office. We are a small team with a flat hierarchy and a fast pace of work. Our office is located in the heart of London.


Job role

  • Deal with incoming emails, post and telephone enquiries
  • Act as the first point of contact for potential and existing members, suppliers and external contacts
  • Coordinate, implement and improve office procedures
  • Provide administrative support for meetings and events including minute writing and managing our room hire facility
  • Handle documents, digitise and archive membership and office records, and manage members’ documents
  • Maintain and update contact records and electronic and postal mailings
  • Promote and maintain excellent levels of membership care
  • Raise and process invoices and purchase orders, deal with payments and reconcile credit card payments
  • Book travel and accommodation for staff and trustees
  • Maintain stock levels of office supplies
  • Manage job advert bookings and upload to the website
  • Ensure that personal data is managed in accordance with GDPR
  • Ad hoc office duties  

Person specification

Knowledge and experience  
Essential  Desirable 
  • English and Maths to GCSE Grade C or equivalent
  • Administrative/secretarial experience including the maintaining of office systems 
  • Demonstrable experience dealing with the public and sensitive and confidential information
  • 1-2 years of workplace experience in small charity 
  • Experience of using membership databases 
  • Experience of supporting internal meetings and taking minutes 
  • Experience of using accountancy software
Skills and competences  
  • Good all-round office and IT skills, particularly MS Word and Excel, Gmail and Google Calendar 
  • Excellent organisational skills, with a strong attention to detail
  • Ability to organise and prioritise workload 
  • Good written standard with the ability to write with a professional tone 
  • Good telephone manner  
  • Demonstrable self-sufficiency and motivation 
  • Flexible approach, able to use own initiative

 

 

 

About the role
The position is for 16 hours per week, over two days (Monday to Friday). This is a shared post and the working day will vary from week-to-week so flexibility is required. Occasional overtime may be available on mutual agreement and paid at the normal rate. The position is permanent but subject to a two-month probation period. Interviews will take place remotely via Zoom on the week commencing 7th November, with a view to the successful candidate starting as soon as possible.
 
How to apply
If you wish to apply for this role, please submit a CV and short Covering Letter explaining your motivation for applying and briefly addressing the essential and applicable desirable criteria for the role (up to 500 words) to joseph@the-ies.org. We also ask you to complete an optional Equality, Diversity & Inclusion Monitoring form (docx); this does not form any part of the selection process but is used to help us monitor the effectiveness of our policy. Please submit before Noon on Monday 31st October.

Applicants must have the right to work in the UK.

Accessibility
The IES aim to ensure meetings, events and communications are accessible to all. If you anticipate needing any type of assistance to apply for this role, please email Joseph Lewis or call +44 (0)20 3862 7484

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